Outlook 2010 and Office Communicator

Improving communications at Anglia Ruskin University

Today’s sessionBRIEFING 1 hr

Quick tour: Outlook 2010, including top 3 features to improve your productivity

15 mins

Quick tour: Office communicator including live cross-campus demonstration

10 mins

Quick guide: communication best practice at Anglia Ruskin University

10 mins

What next? Information on how and when you can use these new tools

5 mins

Quick hands-on: Try the top features yourself 15 mins

TRAINING 2 hrs

In-depth tour & hands-on: Outlook 2010

In-depth tour & hands-on: Office communicator

Highlights• Outlook 2010

– Major changes from Outlook 2003 – ‘the Ribbon’– Find email messages quicker – improved search– Conversation view – to see message threads– Clean up your mailbox conversations – less clutter– Improved calendaring – Overlay view to compare Calendars– Improved web-based mail/Calendar

• Office communicator– Instant messaging (like MSN messenger/Skype)– Start a conversation from Outlook or the VLE– Screen sharing– Voice and video calls with multiple people– Available on and off campus

Communication Best Practice 1

• Email– Anglia Email policy and tips and etiquette – Email is not instantaneous but used for wider dissemination of

information and attachments.– To/cc/bcc if you use cc ensure the person being copied to understands the

reason, and whether they are required to act on the contents– Do you need to Reply to all– Emails which may be mis-read: speak to the person– Lengthy exchange: use the phone/face-to-face– Appropriate email signature, salutation and sign off according to whether

internal or external– It is possible to switch off ‘ghost or audible alerts’ to avoid being

distracted by email

Communication Best Practice 2

• Calendar– Anglia Email policy and tips and etiquette – Many business areas benefit significantly by ensuring that their

Calendar is Open for all to see. This facilitates meeting bookings, etc– Even only publishing free and busy times may be useful– Hide Personal appointments by marking them as such

Communication Best Practice 3

• OCS– OCS chat for quick conversations when the users are known to be

available through ‘presence’ and urgent response needed.– Less ‘formal’ that email– Same rules and etiquette rules apply as those contained in email

policy and etiquette guide– Screen Sharing of desktop to aid collaboration. – Use Web cam when you need to see contacts and avoid travel. – Conversation histories can be saved for reference as aide memoire

Communication Best Practice 4

• Telephone

– External calls have costs associated – email and OCS is ‘free’.

– No conversation histories– Use of audio conferencing to bring in multiple

callers – need a ‘lead participant’ to maintain control